How to Add and Complete an Activity Report Record
Note: An Activity Report Record is a Standalone Record and does not require a Programme to be set up first before it can be created.
The Activity Report Record has two/three workflow stages to be completed. Below are the steps that must be carried out in order to complete a Activity Report Record. Expand each step below for further explanation.
After creating your Activity Report Record, the Activity Details workflow stage will open. The Activity Details workflow stage must be completed and saved and submitted for the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
Image: Opened Activity Details
1. Date/Time: The Date and Time the Record was opened will auto populate within the Date/Time fields. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, and clicking into the time field and using the dropdown list to select the correct time or simply typing in the correct time.
Image: Calendar and Time Dropdown
2. Risk: Using the dropdown, select the Risk from the Risk Values, None (1), Low (2), Medium (3) or High (4). This Risk Value will become the Risk of the Activity Report Record. Using the 'Attach/Link' buttons, you can attach a file from your device or link a URL to an internal system Record/Document, or any external sources, to help justify your chosen Risk Value for the Risk Assessment. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time. Using the 'Report' open text field, you can provide further justification for your Risk Assessment choice.
Note: The 'Risk Value' is a Mandatory Field. However, the 'Attach/Link' and 'Report' are not.
Image: Risk Dropdown
3. Reported By: Using the Master Data dropdown, select the person who Reported the Activity.
Image: Reported By Dropdown
4. Reported To: Using the Master Data dropdown, select the person who the Activity was Reported to.
Image: Reported To Dropdown
Note: The 'Reported To' does not receive an Action or Notification on their Dashboard when selected as 'Reported To'. There is also not a possibility to create an Alert to fire to the Generic 'Reported To' Contact.
Therefore to inform the 'Reported To' Contact, you can use the 'Actions>Email' option to email the 'Record to the 'Reported To' Contact to ensure they are aware of the Activity.
Remember, the 'Actions' button is only available when the Record has been 'Saved' or 'Saved & Submitted'. For further details on the Email Feature, see here.
Image: 'Actions>Email' Buttons Available when Record 'Saved'
5. Description: Using the open text field, describe the Activity in detail. [Mandatory Field]
6. Requirements: The Activity Report Checklist Requirements list a number of questions to be answered within the Activity Report Record. The Requirement field is an open text box which can be edited if needed. [Mandatory Field]
Note: The Activity Report Checklist seen is a System Default Checklist. As the Activity Report is a standalone Record and does not require a Programme to be built, we cannot simply select a new Checklist ourselves. To change the Checklist within the Activity Report, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Activity Reports going forward.
Important to Remember: Although the Requirement questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Requirement questions have the correct verbiage for 'Yes/No' responses.
7. Answer: The Answer field will always auto populate to 'Yes', However, using the fixed dropdown, the Answer can be changed each Requirement questions. [Mandatory Field]
Image: Answer Dropdown
8. Notes: Using the open text field, any notes on the Requirement questions and Answers can be added.
9. X: Click the red 'X' button to remove a Requirement question from the Checklist.
10. Add Line: Click the 'Add Line' button to add more Requirement questions to the Checklist.
Note: Any Requirement questions added to the individual Activity Report Record will only be seen in this individual Record. The added Requirement questions will not be seen in other Activity Report Records.
11. Follow Up Checks Required?: If an Activity has requires a follow up, tick on the Follow Up Checks Required? box. Ticking this box will open the Follow Up Checks workflow stage when the 'Save & Submit' button is clicked. The Follow Up Checks workflow stage allows the User to provide updates on the Activity.
12. Save: Click the 'Save' button to save the information added to the Activity Details workflow stage. This will save the information added, but not move to the next workflow stage. As this is the first workflow stage, the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
Image: Record Saved with Open Status and 'No.' Added
13. Save & Submit: Click the 'Save & Submit' button to save the Activity Details workflow, and depending on if the 'Follow Up Checks Required?' box is ticked or not, the Follow Up Checks workflow stage may opened or skipped to the Close Out workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
Image: Follow Up Checks Required? Box Not Ticked
Image: Follow Up Checks Required? Box Ticked
14. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Pest Control module.
Image: Completed Record
If the 'Follow Up Checks Required?' box was ticked within the Activity Details workflow stage, the Follow Up Checks workflow stage will open.
Image: Blank Follow Up Checks
1. Date: Using the calendar field, select the date of the Follow Up Check. [Mandatory if adding a row]
2. Inspector: Using the Master Data dropdown, select the Employee or Supplier conducting the Follow Up Check. [Mandatory if adding a row]
Image: Inspector Dropdown
3. Report: Using the open text field, detail comments on the Follow Up Check. [Mandatory if adding a row]
4. Result: Using the 'Clear/Not Clear' dropdown, select the Follow Up Check Result. [Mandatory if adding a row]
Image: Result Dropdown
5. X: Click the 'X' button to remove any Follow Up Activities added.
6. Add Line: Click the 'Add Line' button to add more Follow Up Activities if needed.
7. Save: Click the 'Save' button to save the information added to the Follow Up Checks workflow stage. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
8. Save & Submit: Click the 'Save & Submit' button to save the Follow Up Checks workflow stage and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
9. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Pest Control module page.
Image: Completed Follow Up Checks
Image: Blank Close Out
1. Report: Using the open text field, enter any overall comments for the Close Out workflow stage. [Mandatory Fields]
2. Save: Click the 'Save' button to save the information added to the Close Out workflow stage. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
3. Save & Submit: Click the 'Save Submit' button to save the Close Out workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
4. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Pest Control module.
Image: Close Out
